Setting up your client portal
Learn how to customise your client portal, adjust display settings, and share it with clients.
Overview
The Client Portal is included free with your Caspen account and is ready to use immediately. It allows your existing clients to securely log in, view and manage appointments, access invoices, and download shared files.
Before sharing your portal, we recommend customising it with your business branding and choosing whether to display your booking link. Setup only takes a few minutes. Once complete, you can share your portal link on your website, social pages, or directly via client invitations.
Inside the Client Portal
Profile
Displays basic information such as name and email.
Appointments
Clients can:
View upcoming and past appointments.
See appointment details like date/time, location, practitioner, service type, and duration.
Confirm, reschedule or cancel upcoming appointments.
Billing
Lists all invoices with amount, outstanding amount, status, and due date. Clients can:
View, download, or pay invoices online.
Files
A secure space for sharing documents.
Client’s shared folder: Files your team shares with the client
Team’s shared folder: Where the client can upload their own files to share with your team.
To learn more about uploading or sharing files with a client, see Upload files for a client.
Book Online
If enabled, a 'Book Online' button opens your live booking page, allowing clients to schedule new sessions anytime from within their client portal. See Display or hide your booking link below for setup details.
Switch Profile
If clients are linked to more than one profile (e.g. family members), they’ll be prompted to choose a profile at login.
Customising the Client Portal
Add your branding
Add your logo and featured image to make your portal professional and on-brand.
You can upload your logo and a featured image for each location:
Logo: Appears in the top left corner of the client portal and on appointment cards.
Featured Image: Displays in the appointment details panel as a banner.
Steps to upload your logo and featured image:
Go to Settings → Locations.
Select a location and click Actions → Edit (or click the location name).
Upload your Logo and Featured Image.
At the bottom of the page, click Save.
Display or hide your booking link
If you want clients to access your online booking page directly from the portal:
Go to Settings → Client Portal.
Toggle Show booking link on, then click Save.
This adds a Book Online button to the client portal navigation.
Preview your client portal
You can view the portal exactly as a client would. To do this, create a new test client the same way you would add any client, using either your own email address or another one you have access to.
Once the test client is created, go to Settings → Client Portal, and next to the Shareable link, click Preview. Log in using the secure link sent to your test client’s email.
This allows you to see how appointments, invoices, files, and your branding appear from the client’s perspective.
Next Steps
After setting up your client portal:
Learn how to invite clients and send login links. See Invite clients to the client portal.
FAQs
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